TONE

The Differences between Formal and Informal Language

Three aspects of writing that affect its tone are:

	The use of short phrases and contractions for less-formal writing, and the relationship between length and formality.
	The choice of vocabulary
	The factors affecting levels of formality, and the consequences of 'hitting the wrong note'.

1 The language of informal professional letters: short phrases and contractions

The language we use in informal writing is much closer to spoken English than the language used in formal letters. For example, when we speak we often use contractions, as follows:

'I'll send you the report next week.'

'We'd like to implement a new proposal.'

In the same way, contractions are often used in informal professional letters.

'It's a pity we couldn't meet.'

'I'm enclosing details of the schedule of activities.'

A very simple rule, which is usually (but not always) true, is that longer phrases are more formal than shorter phrases.

For example:

'I would be grateful if you could submit your report by Friday.'

is more formal than:

'Please could you submit your report by Friday?'

And that is more formal than:

'Please submit your report by Friday.'

As a general rule, we should avoid any extremes of formality. Aim for a style that is as close to your natural spoken style as possible. However, consider your readers' expectations, too, and adjust the style accordingly.

Try this exercise

Look at the following sentences and group those together that have a similar meaning so that you have for groups of phrases. Then organise the sentences in each group according to how formal they are.

A If you need any more information, please feel free to ask me.

B I am in receipt of your proposal dated 12 February.

C When do you think the report will be ready?

D I am writing in connection with your advertisement in the Rising Nepal.

E I have just seen your advert in the Rising Nepal.

F Thanks for your proposal of 12 February.

G Please could you tell me when the report will be ready?

H If you'd like any more details, please ask me.

I I would appreciate it if you could tell me when the report will be ready.

J Thank you for your proposal dated 2 February.

K If you require any further information, please do not hesitate to contact me.

L I am writing with reference to your advertisement in the Rising Nepal.

ANSWERS

2 The Language of Informal Professional Letters: Vocabulary

Some words are considered more formal than others. For example, 'I regret' is more formal than 'I am sorry', 'advise' is more formal than 'tell', 'increase' is more formal than 'go up', and 'receive' is more formal than 'get'.

There are historical and cultural reasons for this. English has been influenced by many other languages, most notably French, which was for centuries the language of the educated and wealthiest classes. French enjoys a high status and, until recently, was a compulsory subject at British high schools. So, while we have (at least) two words for everything, in daily speech we tend to use the older, more Germanic forms, reserving the words of French/Latin origin for when we want to be more formal

Exercise 2

Read the following sentences, and match the words in italics with the equivalent words that follow.

(a) I am writing to enquire about the Social Mobilisation Workshop.

(b) This is due to the fact that one of the rangers was sick.

(d) I regret to advise you that there have been some problems.

(e) Unfortunately, I have to inform you that I will not be able to attend the workshop.

(f) I am sending a photograph of your foster child under separate cover.

(g) Please find enclosed our proposal.

(h) We have been forced to postpone the project.

(i) Here is a cheque in your favour.

see ask tell for you more here is tell because need tell cannot come to am sorry had to in another envelope

ANSWERS

Exercise 3

Rewrite the following sentences so that they sound less formal.

(a) I have pleasure in enclosing a cheque in your favour

(b) I am pleased to inform you that your application for the post of Senior Programme Officer has been successful.

(d) I would be grateful if you could advise me of the dates of the next Immunisation Training.

(e) Please find the report attached.

ANSWERS

3 What factors affect our choice of language?

There are three factors affecting our choice of language:

q The message itself

q The medium (and physical circumstances)

q The sender-receiver relationship

The Message

How we say something depends a lot on what we are talking about. For example, if you wanted to borrow 20 Rupees to pay for a taxi from a friend, you would probably be very direct - after all, you're not asking for much. However, if the sum were $1000 you would probably be less direct and more formal.

The Medium

How formal we are also depends on how we communicate. E-mails and memos are less formal than reports, and conversations usually less formal than presentations. However, written communication does not have to be more formal than our spoken communication. The most important factor is the sender-receiver relationship.

The Sender-Receiver Relationship

What is most important in how we express our ideas is our relationship with the message-receiver or, in this case, the reader. If we know somebody well we tend to be more direct and less formal, but when writing to a stranger we might be a little more formal - but not as formal as you might think.

The danger of using formal language is that we can often alienate people by being more formal than is required. Our ideas, too, can get lost when they are surrounded by unnecessary words. It is very unlikely that you would offend someone by being too informal.

It is important to remember that we our written style should not differ much from the way we speak. As a rule, if you wouldn't say it, don't write it. This does not mean being careless with our writing or using slang: write to Head of State as you would talk to a Head of State; write to a colleague as you would talk to a colleague.

Answers to Exercise 1

	Least formal … < > … Most formal
Group 1	H	A	K
Group 2	C	G	I
Group 3	F	J	B
Group 4	E		D / L

Answers to Exercise 2

(a) I am writing to ask about the Social Mobilisation Workshop.

(b) This is because one of the rangers was sick.

(d) I am sorry to tell you that there have been some problems.

(e) Unfortunately, I have to tell you that I cannot come to the workshop.

(f) I am sending a photograph of your foster child in another envelope.

(g) Here is our proposal.

(h) We have had to postpone the project.

(i) Here is a cheque for you.